Process of Recruiting a Faculty Member Page 1 Candidate Name_____________________
Prior to the first recruitment visit:
The section contact should:
Date
Completed:
To initiate a search refer to the Faculty Recruitment Policy.
Require the applicant to provide a current C.V. and the names/addresses/ telephone numbers
of references (three or number requested by the Section). The candidate may also provide
letters of reference.
Give a copy of the C.V to the Pediatric Credentialing Coordinator.
Tell the candidate to bring ID showing eligibility for employment to the recruitment visit (to
complete the I-9).
Send the candidate a National Practitioner Data Bank Authorization Form* (this does not have
to be an original signature, so it can be signed and dated and faxed back to the section
contact).
Send the candidate a Clinical Practice Credentials check list* (this does not have to be an
original signature, so it can be signed and dated and faxed back to the section contact).
Return the National Practitioner Data Bank authorization form and the Credentials check list to
the Pediatric Credentialing Coordinator so a query can be run. This might save some
recruitment dollars if we knew a candidate would have credentialing/licensure issues in
advance of the first visit.
Schedule time in the first visit to complete forms (1-1.5 hours).
Send the candidate the FCRA Disclosure & Candidate/Employee Authorization Form for
completion and return to the Pediatric Business Office (this does not have to be an original
signature, so it can be signed and dated and faxed back to the section contact). Prospective
faculty members will have the following checks run: Social Security Trace, Criminal Records
Search, Sexual Offender Search, Medicaid Fraud/Excluded Parties Search. This process
takes up to seven business days.
http://admin-scb.ouhsc.edu/person/documents/FCRADisclosureFCRACandidate-
EmployeeDisclosureandAuthorizationForm.pdf
August 2005
Process of Recruiting a Faculty Member Page 2 Candidate Name_____________________
August 2005
Process of Recruiting a Faculty Member Page 3 Candidate Name_____________________
At the first recruitment visit:
The candidate should:
Date
Completed:
Complete the OU Physicians Uniform Credentialing Application
http://intranet.ouphysicians.com/credentials/ depending on the anticipated hire date (do not
date signature) – this is referred to as “data entry” form by OU Physicians Credentialing. The
OU Physicians Credentialing process takes approximately three to four months if all applications
are complete with all necessary attachments:
OK License
DEA
OBNDD
Board Certificates
ECFMG (if applicable)
Proof of malpractice insurance and loss run (claims history) from all prior carriers.
Emergency Care Training certificates
Complete the OU Medical Center Uniform Credentialing Application depending on the
anticipated hire date (do not date signature). The OU Medical Center Credentialing process
takes approximately three to six months if all applications are complete with all necessary
attachments. Below are the attachments that are most often left off the OU Medical Center
Uniform Credentialing Application:
DEA
ECFMG
Emergency Care Training certificates
Immunization records or titers
Collection of data for the past two years from prior primary hospital
Morbidity and Mortality data from prior primary hospital
References (Three letters of reference.)
Complete the Malpractice Insurance Application* (do not date signature). The malpractice
process takes approximately one week if all necessary documentation has been received
August 2005
Process of Recruiting a Faculty Member Page 4 Candidate Name_____________________
including proof of coverage and loss run from all previous carriers.
Complete the Faculty Application. This form can now be filled out on-line and printed. The
web-site address is: http://www.ouhsc.edu/provost/documents/FacApp.pdf
Complete the Faculty Roster. http://www.aamc.org/data/facultyroster/frform03a.pdf
Complete the Loyalty Oath.
http://admin-scb.ouhsc.edu/person/loyaltyoath.doc
Complete the I-9 (with appropriate attachments).
http://admin-scb.ouhsc.edu/person/documents/I9File505.pdf
Complete two W-4’s (end of month payroll and supplemental payroll).
http://www.ouhsc.edu/FinancialServices/Downloads/Payroll/W405.pdf
Complete the Computer Access Form.
http://www.ouhsc.edu/FinancialServices/Downloads/PS_Security/ITSecurity.pdf
At the first recruitment visit: (continued)
The section contact should:
Date
Completed:
See that the candidate knows in advance that all forms need to be complete (i.e., month, date,
year – and there can be no gaps without an explanation). Examples of gaps could include:
vacation, moving, waiting on Medical Board validation, maternity leave, raising children,
research time, waiting on certification, etc. Gaps can be accounted for in one document to be
included with completed applications.
August 2005
Process of Recruiting a Faculty Member Page 5 Candidate Name_____________________
Upon contemplation of offer:
The Section Chief should:
Date
Completed:
Meet with the Pediatric Chair to discuss the offer. The template for the Letter of Offer* should
be followed.
Upon acceptance of the offer:
The prospective faculty member should:
Date
Completed:
Make application with the Oklahoma State Board of Medical Licensure and Supervision (the
section contact should provide the telephone number, 405/848-6841 and web address,
www.osbmls.state.ok.us for the Board). The application process normally takes three to four
months.
Make application for DEA (or) do address change on existing DEA. www.dea.gov
The section contact should:
Date
Completed:
Notify the Pediatric Business Office and send a copy of the signed Letter of Offer to both the
payroll coordinator in the Pediatric Business Office and the sr. administrative manager in the
Pediatric Chair’s Office.
Send all employment paperwork completed at first visit (application, roster, loyalty oath, I-9,
W-4’s) to the Pediatric Business Office. All this paperwork should be complete with all the
necessary attachments.
Notify Information Systems (IS). IS will order the computer after discussing computer and
software needs with the prospective faculty member or section contact.
Notify the Pediatric Billing Office (Charge Entry Team Leader) and give the prospective faculty
member’s social security number, section contact telephone number, and date of anticipated
August 2005
Process of Recruiting a Faculty Member Page 6 Candidate Name_____________________
hire. The Billing Office will assign a provider number and notify Compliance.
Give OU Physicians Uniform Credentialing application to the Pediatric Credentialing Coordinator
(it should be complete and signed with all necessary attachments). The Credentialing
Coordinator will date all signatures at this time.
Give OU Medical Center Credentialing application to the Pediatric Credentialing Coordinator (it
should be complete and signed with all necessary attachments). The Credentialing Coordinator
will date all signatures at this time.
Give Malpractice application to the Pediatric Credentialing Coordinator (it should be complete
and signed with all necessary attachments). The Credentialing Coordinator will date all
signatures at this time.
August 2005
Process of Recruiting a Faculty Member Page 7 Candidate Name_____________________
Upon acceptance of the offer: (continued)
The section contact should: (CONTINUED)
Notify moving company with the faculty member’s name and telephone number. The moving
company will contact the faculty member to complete an estimate. Remind the moving
company that they should fax the estimate to the Buyer in Purchasing and to the Chair’s Office
(Sr. Administrative Manager) at 405-271-8710. The Chair’s Office will forward a copy of the
estimate to the Business Office and request a requisition with a copy of the purchase order
back to the Chair’s Office. When the moving company’s bill arrives, the Chair’s Office will
process for payment.
Contracted companies are listed below:
A-1 Freeman North American, Inc.
Ace Transfer and Storage Company (Atlas Van Lines)
American Movers of Oklahoma, Inc. (Wheaton World Wide Moving)
Armstrong Relocation (United Van Lines)
Emrick’s Van and Storage Company (Allied Van Lines)
Graebel Oklahoma Movers
U-Haul Corporate Move Program
See OU Purchasing – University Contracts: Moving/Relocation GUIDELINES.
http://www.ou.edu/purchasing/home/contracts/services.htm#relocation
Notify OUCP (Clinic Administrator) of the need for clinic time.
Prepare for arrival:
The section contact should:
Date
Completed:
Notify Compliance (271-1528) of the faculty member’s arrival date on campus.
Forward Computer Access form to Pediatric Information Systems (fax 271-2130) with the arrival
date.
Put in a work order with Information Systems to deliver and set up the computer, add the
faculty member to the appropriate email distribution lists (identify which lists), give the faculty
August 2005
Process of Recruiting a Faculty Member Page 8 Candidate Name_____________________
member access to the section folder, set up a personal folder, and set up an email account.
Contact the Pediatric Business Office to assign a sub-class.
Follow-up periodically until the Oklahoma Medical License is approved.
Follow-up on credentialing status (for both OU Physicians Credentialing 271-1515 and OUMC
Credentialing 271-3741).
Confirm that the Pediatric Business Office has all paperwork and information needed in
preparation of the arrival of the faculty member.
Order letterhead, business cards, pager, telephone, OUHSC key request, OU Medical Center
Key request, long-distance access code, etc. as necessary.
Prepare for arrival: (continued)
The faculty member should:
Date
Completed:
Apply for OBNDD. www.obn.state.ok.us The application can not be made until both the
Oklahoma Medical License and DEA are approved. The application process is approximately
48 to 72 hours.
Upon Arrival:
The faculty member should:
Date
Completed:
Obtain access (swipe) card to hospital. This can be done through the OU Medical Center
Credentialing Office.
Complete risk management training. This can be found at the following web-site:
http://www.ouhsc.edu/OUPRiskTraining/
Complete on-line training for HIPAA, Sexual Harassment, Safety, and Standards of Conduct.
August 2005
Process of Recruiting a Faculty Member Page 9 Candidate Name_____________________
These need to be completed within the first 30 days of employment. This can be found at the
following web-side:
http://admin-scb.ouhsc.edu/person/Training.htm
Complete benefit forms on-line. Benefit forms must be completed within the first 30 days of
employment. This can be found at the following web-site:
http://www.ouhsc.edu/hr/benefits/benefits_main.asp
Meet with Compliance. The Compliance Office will make these arrangements with the faculty
member.
Go to the Parking Office to have parking assigned.
Pick up keys at the Key Office.
The section contact should:
Date
Completed:
Have the new faculty member complete the Meditech Form and Electronic Signature Form.
Forward the Meditech Form along with the Electronic Signature Form to the OUMC Physician
Liaison Officer (fax 271-2741). Meditech access can not be granted and the form should not
be faxed until hospital privileging is obtained. http://pediatrics.ouhsc.edu/pedsis/Forms.asp
Contact in-patient transcription (271-5820) with physician’s name and Oklahoma license
number.
Contact OU Physician’s Marketing (271-3322) to have a photograph (head-shot) taken. OU
Physician’s Marketing will send a copy electronically to the section contact on request.
Contact OUCP (Clinic Administrator) to arrange clinic schedule.
Contact Pediatric Research Administration if the faculty member will be involved in research
activity.
Upon Arrival: (continued)
The section chief should:
August 2005
Process of Recruiting a Faculty Member Page 10 Candidate
Name_____________________
Date
Completed:
Send out an email announcing the new faculty arrival.
August 2005